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Using Collections

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Asha George
 
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Organize your files by topic or purpose with Collections. Give each file a home and decide who can access it. Keep the collection to yourself or share the collection with: 

  • Selected users: Tackle the challenge of sorting and sharing media files while working with multiple contributors on a project or campaign.
  • Organization: You can share collections with all users of your organization. Studio users can pick from these pre-approved collections and use them in their content. For example, company logo and images.

Access Collections in:

For easy navigation and file reuse while creating content for News and Pages, find your collections in My Files, where you can:

  • View your collections
  • View collections shared with you
  • Upload files to collections
  • Reuse files from these collections

Access your File Manager to efficiently manage your files and collections. You can:

  • View your collections
  • Create and share collections with the right permissions to view or manage files in a collection
  • Add new and already uploaded files to collection(s)
  • Remove files from collections
  • Remove collections

Do more with Collections:

Creating and Sharing a Collection

As a content creator, you can create a collection based on your organizational need and set sharing permissions accordingly. For example, for a project, campaign, and so on.

  1. In the Studio, navigate to Files.
    The File Manager page opens.
  2. Click Collection.
    Create and Share.png

    The Create and Share Collection dialog opens.
  3. Add a name for the collection.
  4. Under View, select who can view the collection:
    View Permission Settings.png
    • None: Only you can view the collection.
    • All users: All Studio users can view the collection.
    • Selected users or user groups: Only selected users can view the collection.
  5. Under Manage, select who can manage the collection:
    Manage Permission Settings.png
    • None: Only you can manage the collection.
    • All users: All Studio users can manage the collection.
    • Selected users or user groups: Only certain members of your team and/or a certain group can manage the collection.

      • Admins, can view and manage all collections from a central location even when None is selected for View and Manage in your sharing permissions.
      • Sharing only applies to users within the Studio and does not influence visibility or access permissions for app users.
  6. Click Create.
    Collections.png

    You have successfully created a collection.

Adding Files to a Collection

After creating a collection and setting sharing permissions, you can add:

  1. In the Studio, navigate to Files.
    The File Manager page opens.
    You can also access a collection via My Files.
  2. Double-click the collection to which you want to add files.
    The collection opens.
  3. Click Upload.
    Upload files to a collection.png
  4. Select the files you want to upload from your computer.
  5. Click Open.

You have added files to a collection.

You can add files that were previously uploaded to File Manager to a collection.

  1. In the Studio, navigate to Files.
    The File Manager page opens.
  2. From All Files, select the images you want to add to the collection.
    Add to collection.png
  3. Click Add to Collections.
  4. Select the collection to which you want to add the selected files.
    Add (1).png
  5. Click Add.
    You have added files to a collection.

Editing a Collection

If you need to rename a collection or make changes to the access and permissions, you can edit the settings.

  1. In the Studio, navigate to Files.
    The File Manager page opens.
  2. Click the More Options icon next to the collection you want to update.
    More Options (5).png
  3. Click Share.
    The Share Collection dialog opens.
    Change Share Settings.png
  4. Make the edits you need to make.
  5. Click Save.

You have successfully edited your collection.


Removing Files in a Collection

You can always go back to your collection and remove files that no longer belong there.

  1. In the Studio, navigate to Files.
    The File Manager page opens.
  2. Double-click the collection where the file is located.
    The collection opens.
    Remove from collection.png
  3. Select the file/files you want to remove.
  4. Click Remove from Collection.
    A confirmation dialog opens, showing the selected files and the number of places where they have been used.
    Screenshot 2024-07-04 at 00.07.06.png
  5. Click Remove after reviewing your selection.

You have successfully removed files from your collection.

When you remove a file from a collection, it is still available in All Files or other collections where it was added.

Removing Collections

You can remove a collection that is no longer required. The files in the collection will still be available in the Files section of your File Manager.

  1. In the Studio, navigate to Files.
    The File Manager page opens.
  2. Click All Collections. 
  3. Select the collections you want to remove.
    Remove collection.png
  4. Click Remove Collection.
    The Remove Collections dialog opens.
    Screenshot 2024-07-04 at 00.10.48.png

    The dialog shows how many collections you have selected and in how many places they are used.
  5. Click Remove after confirming your selection.
    You have removed the collection(s) successfully. The collection will no longer be displayed for you or the collaborators with whom you shared the collection.
    Although you have removed a collection, the files in this collection will still be available in All Files or in other collections.

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